Text Preview

Continue reading...

Introduction
How to review a fleet management operation is a difficult question for federal agencies. Fleet management operations are composed of many diverse tasks and responsibilities. Today, managing and operating a fleet of motor vehicles has become both challenging and rewarding. Fleet personnel must understand the vehicle acquisition market, maintenance and repairs, vehicle disposal and all the regulations and policies affecting use of motor vehicles. This requires extensive training for fleet managers.

A comprehensive fleet management can help to develop a good strategie. Companies can save a lot of money if rightsizing the fleet and ensuring proper vehicle utilization. Fleet operations as a source of cost savings has been proven by many fleets in the private sector and can be achieved in the federal government. Over the years fleet management has developed some bad habits for example:

-Highly decentralized vehicle assignment policies- vehicles and equipment are owned and maintained by numerous independent units of a government entity.
-Vehicles that are assigned to individuals rather than used as a pool vehicle decrease vehicle utilization.
-Determining your fleet size based on peak demand. Fleet operations that meet 100% demand in the middle of the week may have many idle vehicles at the end of the week.
-Excessive downtime for vehicle repairs and requires a larger fleet to provide replacement vehicles for drivers.
-Unresponsive to changing technology and working conditions. Retaining vehicles that are not suited to the work requirements may increase fleet costs and reduce worker productivity.

An efficient fleet management program can be reached if the companies reviewing their entire fleet operations. They have to analyze that they have the required types and numbers of vehicles needed. Companies have to evaluate their fleet periodically to ensure that proper use and full utilization are maintained. Many "targets of opportunity" exist for reducing fleet costs, for example:

-Eliminate vehicles from the fleet that are not being properly utilized or that are unnecessary to meeting the goals of the company. Consider not only the vehicle's monthly mileage, but also the time a vehicle is used.
-The use of local modes of transportation such as taxis, public transit, privately owned vehicles and rental vehicles.
-Justify maintaining medium and heavy vehicles that have very low utilization (time and mileage). Consider pooling these vehicles for centralized use or partner with other agencies.

How to Cite this Page

Essay on The Birth of Air Transportation
- Air transportation is a vital resource used not only in the United States but throughout the world. The Kelly Act of 1925 was the first step in the integration of air transportation into the daily lives of Americans. This was due in part to the postal service wanting to get more mail to more areas more efficiently back in 1911. The birth of air transportation and the advent of the Federal Aviation Administration took place because of the foresight by the postal service, the Kelly Act of 1925 and Federal Aviation Act of 1958.... [tags: Transportation]:: 3 Works Cited

Essay about Public Transportation and the Affiliated Debt
- Comparing the transit systems of specific metro regions in most if not all cases has similar characteristics across the country, financial issues. Transit systems from the largest in the country such as the New York City Metro Transit Authority and Washington D.C. Metropolitan Area Transit Authority with a combined 9.3 million daily ridership to the smallest such as the Rochester-Genesee Regional Transit Authority of Rochester, New York struggle with financial issues (Transit for Livable Communities, 2009).... [tags: Transportation]:: 9 Works Cited

Modeling Benefits for Transportation Projects Essay
- Introduction While a typical building project is limited by its footprint and size, a transportation project such as a highway is mainly a linear project which comprises of many repetitive and similar elements. A highway interchange project is less spread than a long and large straight road, but is more complex. Projects involving reconstructing or expanding existing highways are sensitive and traffic has to be managed so that the impact is as limited as possible. Construction process has to be done while minimizing public inconvenience, hence the need to plan as many details about sequencing as possible, increasing project complexity.... [tags: Transportation]:: 8 Works Cited

Strengthening Surface Transportation Security Essay
- Executive Order 13416 Strengthening Surface Transportation Security The purpose of this executive order is to make sure American surface transportation security is protected from terroristic acts. Surface transportation is a critical infrastructure that includes “…highways, transit systems, railways, and waterways that comprise the intermodal transportation network…” (Surface Transportation Policy and Legislation, 2013). It is a critical infrastructure because surface transportation makes a huge impact on the American economical system and effects American way of life.... [tags: terrorists, infrastructure, transportation]

Florida Agency For Health Care Administration Essay
- The Agency for Health Care Administration (AHCA) is a regulatory agency in Florida which was created under the Health Care Reform Acts of 1992. The purpose of the Health Reform Acts of 1992 was to ensure efficient quality and affordable health care services were available to all Floridians by the end of 1994. Florida, in the 1980’s, had a very large population of uninsured residents and a large population of senior citizen, practically all of whom are insured by Medicare; and its Medicare expenditures per eligible beneficiary were the highest in the nation (Florida Agency For Health Care Administration).... [tags: regulatory agency, ]:: 7 Works Cited

Transportation and How it Affects Logistics Essay
- Transportation is one of the largest industries in the world. It is the most costly and time consuming of the supply chain. Transportation refers to the movement of products and raw materials from one destination to another. This process begins from the supply chain to the shipping of the finished product to the consumer. For we know that products are rarely produced in the same location. We as people depend on transportation because it moves goods and people from one place to another. Transportation is a key element in the logistic chain.... [tags: pipeline, logistics, transportation, railway]:: 7 Works Cited

A Look at Transportation in Three Cities Essay
- Report on Transport Issues in Developed and Developing States; Brussels in Belgium (Western Europe), San Diego in California (North America) and Kampala in Uganda (Africa) Introduction The entire transportation network in many cities enhances the exchange of services and goods and improves the interaction among societies. The efficiency and quality of a transport system has a very significant effect on social and economic welfare of any country or city. The management and development of an appropriate, affordable and reliable transport network in any city is essential for the development of the economy and service delivery to every part of the world.... [tags: Transportation]:: 6 Works Cited

Essay Wealth and Power Associated With Transportation Systems
- Wealth and Power Associated With Transportation Systems The average walking speed for an adult is three to four miles an hour. As technology evolves people are able to travel farther, and deliver goods faster, and the world continues to become a smaller place. In real everyday life, wealth and power are inherent with the control of transportation mediums. The creators of literature and film repeatedly pay homage to this fact, especially when they can cast their protagonist as the villain. In the novel “The Financier” (Dreiser, 2008) Frank Cowperwood risked the loss of his personal freedom in an attempt to gain control of a streetcar system.... [tags: Transportation]:: 16 Works Cited

Essay on Analysis of Defense Intelligence Agency
- The DIA started in 1958. The organizational structure of the DoD and U.S. foreign intelligence came to a new shape with the establishment of DIA. It was Robert McNamara, then Secretary of Defense, who came up with the concept of DIA in 1961. DIA gathers human source intelligence, analyzes technical intelligence, distributes intelligence/reports to the intelligence agencies, provides advice and support to the Joint Chiefs of Staff with foreign military intelligence, and provides military intelligence to combatant commands as its operational functions.... [tags: intelligence agency, dia, foreign intelligence]:: 10 Works Cited

Essay about The Transportation Industry
- The logistics/transportation industry accounts for a approximately 9% of the United States Gross Domestic Product (GDP) amounting to roughly $930 billion dollars of revenue. (IRS) This unique industry continues to grow at a estimated levels with each year. History: In 1769 a French engineer by the name of Nicolas-Joseph Cugnot, introduced what became know as the first steam powered automobile. His invention resembled that of a tricycle although not the average size of a tricycle it was strangely oversized.... [tags: 3pl Logistics Transportation Shipping]

The fleet manager have to know everything from their company. It is really hard if the company's main mission is only the transportation. They have to get the knowledge from the clients. Of course they have to know all kind of vehicles in the fleet and they have to keep contact with special transportation companies.It will help to determine if the companiy have the required number of vehicles and types of vehicles to accomplish the mission. Visits to field locations should be performed by an Agency Fleet Manager periodically so they are familiar with the types of work being performed and the types of vehicles required.

Review of the fleet management
A review of the fleet management operations should be looked upon as an opportunity for improvement and cost savings. To review the operations, you must be familiar with your company and the climate in which it operates. Does your company have a mission statement and is it incorporated in how you manage your fleet operations? An auditor will gather pre-audit data to familiarize himself with your agency. He may ask for information about your agency and any written documentation maintained on your fleet operations. This section of the template will aid you in determining if you have these items readily available for use by an auditor. It also helps you to learn more about your organization and how your fleet is operated. If readily available, include any of the requested documents as an attachment to the template.

Fleet Financial Info
How your fleet is funded is very important and something you should be very familiar with. The ability to replace vehicles on an established replacement program is critical to cost effective fleet management. Typically, companies that manage their fleet operations with a revolving fund have newer vehicles. They are able to replace vehicles on an established replacement program and are not as affected by budget shortfalls. Agencies who use appropriated funds may be limited to how often they can replace vehicles and maintain them properly. Appropriated funds for vehicles are subject to being eliminated by various political entities inside and outside the agency. Agencies should look for ways to turn their fleet operations into a revolving fund that is able to generate funds for proper vehicle maintenance and replacement.

Fleet Management Systems
A Fleet Management System (FMS) is critical for a cost effective and efficient fleet management operation. Whether it is a commercial off the shelf or an in-house system, a FMS can help you reduce paperwork and costs. It is the most efficient way to maintain fleet records so information can be routinely analyzed and delivered to meet any reporting requirements you may have in a timely manner. A FMS can manage your inventory, maintenance and fuel programs including preventive maintenance, replacement cycles, safety and accident program, driver records, and disposal program. You can maintain data on a vehicle from the moment it is acquired until it is time for disposing of it. This historical data can be used to monitor the lifecycle of a vehicle and establish guidelines for its maintenance and utilization. There are many fleet software applications and functions available. When evaluating your needs, make sure that the FMS you select is compatible with other systems within your agency.

Vehicle Acquisition, Determination of Need, Fleet Composition, and Alternative Fuel Vehicles
As federal fleet managers, environmental laws, rules, and regulations govern many of your vehicle acquisition decisions. With a few exceptions, seventy-five percent of all of your new vehicle acquisitions must be alternative fuel vehicles. It is very important that you make careful considerations in acquiring vehicles, determining needs and fleet composition. The choices you make in these areas determine if you are in compliance with the AFV mandates and still able to manage a cost effective and efficient fleet operation. As an agency fleet manager, you need written policies to outline for your drivers and field managers how to determine when a vehicle is needed, how to acquire it and what types of vehicles are available to meet your agency's mission. Many organizations reduce fleet costs by limiting the types of vehicles and optional equipment packages available for acquisition by field managers. Exceptions to the "standard" vehicle would have to be approved at the regional or national level. Also, establishing a written replacement cycle for vehicles by type based on age and/or mileage enables many organizations to reduce fleet costs by maintaining a newer fleet. Maintaining a newer fleet allows you to take optimal advantage of a manufacturer's warranty program and keeps your maintenance costs low.

Maintenance and Fuel Programs
A crucial part of reviewing your fleet management operations is the analysis of your maintenance and fuel programs. Other than the initial vehicle acquisition costs, a significant amount of your expenses are in these two programs. A fleet management system will enable you to manage and monitor these programs more effectively. Whether you have an in-house maintenance facility, a cross service agreement with another agency, or use commercial maintenance and fueling facilities, a fleet management system can be tailored to track all of your expenses. You can analyze reports and look for unnecessary or fraudulent expenses. It can also help you determine when to dispose of a vehicle due to excessive maintenance costs. Preventive maintenance should be a critical part of your maintenance program. Preventive maintenance helps you to maintain vehicles at their peak performance and ensures safety guidelines are being adhered to. You should also verify that your maintenance and fueling programs adhere to all federal, state, and local environmental and safety laws and regulations. You should seek advice from you agency's designated Safety and Environmental office for assistance in reviewing your maintenance and fuel operations.

Fleet Safety
Fleet Safety is becoming an increasingly important factor in fleet management programs. Your fleet safety program should include a driver selection and screening process, a driver-training program, a crash reporting system, and a safe driving incentive awards program. You should determine what is the goal of your safety program. The goal could be to reduce the number of crashes in your agency each year and minimize the expenses associated with crashes. The expenses associated with motor vehicle crashes not only include the vehicle repairs, but also the vehicle downtime and personnel time spent on managing the repairs and reporting requirements. Initial driver screening and selection can help eliminate any problem drivers who may have a history of crashes and/or motor vehicle violations. Screening drivers on a routine basis can also help your agency with regards to liability if your driver is found to be negligent in a crash. Driver's training should also be routinely administered to your employees. Most agencies accomplish this task in-house by purchasing commercial off the shelf training manuals and videos. There is also web-based driver training available for a fee from commercial companies. Your agency should use a standard procedure for reporting crashes and handling the repairs of your vehicles. The procedures should communicate to your driver what to do if he is involved in a crash. Your driver should never admit liability for a crash on the scene. Be sure to seek advice from your agency's general counsel's office for more information on your agency's and driver's personal liability with regards to crashes. You can also get information from your agency's designated safety office on motor vehicle crashes and other pertinent policies including the use of wireless telephones while driving. A fleet management system can also be tailored to maintain the data on your agency's motor vehicle crashes. The data should be analyzed for trends and the proper actions taken against drivers who have multiple crashes. A FMS system will also help you analyze and evaluate the repair costs and warranty program for repairs. These records can facilitate the development of a safe driving incentive awards program. It is important to recognize your drivers for good driving habits. A formal safety program for encouraging safe driving will help reduce the number of crashes your agency has each year and reduce your fleet expenses.

Conclusion
Fleet Management has evolved over the years as a profession. Fleet Managers have complex activities and responsibilities within fleet management that require more knowledge and comprehension then ever before. The companys request that agencies take a closer look at their fleet operations should be viewed as an opportunity to highlight one of the best programs in federal personal property management.